A.RTELIA.

Artelia UK High Holborn House 52-54 High Holborn London WC1V 6RL Tel. · Fax:

MEETING MINUTES GRENFELL TOWER IMPROVEMENTS PROJECT

Handover Countdown Meeting#1

FROM Andrew MALCOLM

TEL

E-MAIL andrew.malcolm@uk.arteliagroup.com

SUBJECT Handover Countdown- Meeting Minutes#1

Claire Williams (CW)

Alex Bosman (AB)

Kemal Mehmet (KM)

Jon White (JW)

Tony Batty (TB)

Steve Blake (SB)

Simon Lawrence (SL)

Gary Martin (GM)

Neil Reed (NR)

Andrew Malcolm (AM)

Andrew Malcolm PROJECT MANAGER

TMO

TMO

Cofely

JRP

JRP

Rydon

Rydon

Rydon

Artelia

Artelia

DATE

REF.

PAGES

08/10/2015

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HANDOVER COUNTDOWN MEETING MINUTES W 1

1. INTRODUCTIONS

1.1. Introductions were noted as above.

the distribution. AM to ensure invites are issued to both TB and JW and to ensure they are included in the circulation of the meeting minutes.

2. MEETING PURPOSE AND OBJECTIVES

2.1. To agree what information is required by who and when.

2.2. To agree the format of the information.

2.3. To agree who is responsible for ensuring that the key outputs are delivered.

2.4. NR further confirmed that an informal meeting had been convened between SL, SB, AM and himself on 24/09/15 to discuss handover requirements.

3. TMO CL..IENT TEAM REQUIREMENTS

3.1. Staff Training- SL confirmed that training will be undertaken in accordance with the ERs. With respect to periodic maintenance and PPM, it was recorded that the appropriate TMO maintenance staff member could attend and observe cyclical maintenance within the warranty period. This is to be detailed and agreed in the tracker below (see item 3.2) .

3.2. As Built Information and O&Ms - lt was agreed that GM would draft a tracker detailing the contents of all handover information to be provided including an elemental breakdown of items. This will detail obligations of Rydon within their warranty and defects period for the installed items.

3.3. AB confirmed that Cofely are broadly responsible for call-outs relating to the following items:

• Mechanical plant

• Cold water supplies

• Tanks

• Communal Heating

AB further explained that PDERS are responsible for the lift maintenance and are picking up the changes as required on an ad-hoc basis . lt was further noted that a new contract is due to be let for the electrical and fire items concerned with the building operations.

3.4. KM to review the Employers Requirements (ERs) as contracted with Rydon to confirm that all information that they are due to be in receipt of is in line with expectations. KM to raise any concerns with AM.

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literature guide had been drafted and agreed with the TMO for the windows. A copy is being left with the resident receiving the demonstration. SL acknowledged that the same was required for the HI Us, Rydon are working through a sample document to be shared with the TMO for approval prior to

to sign a sheet confirming that they have received the demonstration, literature and understand how to operate the equipment. This will then be scanned and logged against the 'plot file ' for the flat in question. The meeting agreed that this was an appropriate strategy for dealing with Resident literature and training .

3.7. SL to confirm when void flats 136 and 145 are available for inspection by the CoW. Upon receipt of this information it is recommended that the following parties attend a typical handover of a flat and receive 'training' in -line with other resident training:

• Clerk of Works

• Max Fordham

• cw • Cofely

• Caretaker

• Additional Housing Staff as required

The purpose of this is 3-fold:

1. To confirm and set a standard to which will be benchmarked for acceptance that works are complete. This standard should be defined by the CoW.

2. To allow both Max Fordham and Cofely understand how the mechanical items have been installed and confirm su itability.

3. To allow the wider TMO staff to understand how the HIU and window system works.

3.8. lt was agreed that the completion, inspection and handover process would

3.9.

3.10.

be as follows:

1. Rydon complete works

2. Rydon self-snag and produce a snag list for an area

3. Area to be offered to the CoW for review and sign-off

CW to confirm the strategy and detail how many flats will need to be reviewed by the CoW. lt was further noted that the CoW should review the areas at the same time as snagging issues are being resolved to minimise disruption to residents. Furthermore; SL confirmed that a team would be ready to make­good any further snags identified by the CoW at time of inspection to further minimise resident disruption. ••

complete as defined by item 3.8 point 1 above.

BMS panel for increased functionality. CW to investigate and advise AM if an EAI is required .

3.12. SL further noted that the interlinked equipment could cause maintenance

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should be displayed around affected items (e.g. gas intake). lt was agreed that such instances and occurrences should be detailed on the schedule (item 3.2) and discussed at the next handover countdown meeting.

3.13. Operation and Maintenance Manuals - SL confirmed that each flat would have its own 'plot file'. Examples of documents within include test and commissioning certificates and per flat anomalies. A master building file will detail instances of repeated items (i.e. 1 HIU O&M detail)

3.14. CW requested that this information and other information resulting from the schedule as described in 3.2 will need to be coded accordingly in electronic format. CWto issue details of the unique codes. SB confirmed that organising the information would not be a problem . MG additionally requested details of the IT colleague responsible for the coding system to ensure complete compliance .

3.15. lt was agreed that there would be 1 no. hard copy of all hand over information. AB further requested an additional hard copy of communal information to be held locally on site. For clarity, additional copies of resident information is not required .

3.16. Security and Insurance arrangements post-handover- CW to ensure arrangements are in-hand pre-handover.

3.17. Tools and critical spare parts required- lt was agreed that this information would be reviewed in line with the ERs and detailed in the schedule .

3.18. Fire Risk Assessment- lt was confirmed that a FRA was required before/at hand over. CW to arrange and advise the group on the date(s). lt was further noted that both the Nursery and the Boxing Club would need to undertake similar activities as identified within their leasing agreements.

4. PRINCIPAL DESIGNER REQUIREMENTS

4.1. AM noted that a Principal Designer needed to be appointed formally in writing . lt was further noted that under the new regulations, if no formal appointment was made the client would be seen to undertake this role.

4.2. CW to liaise with Simon Cash of Artelia with regard to Artelia providing a Principal Design Advisor role.

4.3 . CW advised that she was expecting a handover pack from Artelia as CDM-C under 2007. AM to investigate.

5. KEY MILESTONE DATES

5.1. As identified in the minutes and actions in the above sections.

6. CONTRACTUAL OBLIGATIONS AND CHANGES THAT MAY BE REQUIRED

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7. NEXT MEETING

7 .1. 27/10/15- AM to circulate outlook invites.

8. ANY OTHER BUSINESS

8.1. No other business was declared to the aforementioned .

9. ATTACHMENTS

9.1 . Meeting Agenda (for reference)

10. OISTRI..JBTION

1 0.1. As identified on the cover page to these minutes.

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